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How to complain to customer service effectively

Angry, annoyed, and aggravated. The three A's we all feel when we experience bad customer service. There are many ways of complaining about the bad service we receive. Some people choose to call the company's corporate office, some demand to see the manager right then and there, and some would rather cause a scene and yell at the customer service representative in front of the entire store. Are any of these methods really effective? In the end are we content in the way the issues have been addresses or resolved?

Before you decide to file your complaint first stop and think about the issue. Is it really that big of a deal? Did the grocer bagging your items mistakenly bag your items with plastic instead of paper? Is your complaint something that can be fixed by just asking the representative? Is there a big TRAINEE pin sticking to his/her shirt? If so, try taking a step back and imagine yourself in their shoes. Many times people are new to their job or are very stressed and just forget. After all we are humans and we do make mistakes.

If things are not resolved with the representative or worse the confrontation escalates request to speak to the manager. Ask to speak privately to the manager and address your concern in a non-hostile way. By addressing the manager in a calm manner shows you really are genuinely concerned not some crazy person off the street that had a bad day. Managers are more likely to listen and be on your side and address his/her employee in a proper manner.

I would also suggest getting the name of the employee. If perhaps you feel the manager did not do enough to address his/her employee you can contact the corporate office. Notifying corporate offices usually do help. The manager and staff usually are addressed by a district manager or someone at a higher position.

There are other ways to file complaints such as writing letters to management and requesting a letter or telephone call back. You can file a complaint with the state agency who manages that particular line of business. You can also file complaints with the Better Business Bureau (BBB) who keeps records of complaints filed against certain companies.

So the next time you experience the three A's with a customer representative and plan to file a complaint think about if what you are about to do is effective. Remember to be calm and address the real issues and speak to management if your concern is not addressed properly. Keep a cool head and remember we are all humans; we make mistakes but if needed you can now address your complaint effectively.

Learn more about this author, Sukanya S..
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